United Nations Office at Nairobi Administrative Assistant Jobs in Kenya

United Nations Office at Nairobi Administrative Assistant Jobs in Kenya

Posting Title: Administrative Assistant, G6

Job Code Title: Administrative Assistant

Department/Office: United Nations Office at Nairobi

Duty Station: Nairobi

Posting Period: 12 September 2022 - 11 October 2022

Job Opening Number: 22-Administration-UNON-188244-R-Nairobi (R)

Staffing Exercise N/A

Responsibilities

1. Processing of Visas

Provides information to staff members and other UN sponsored travelers on visa procedures, requirements and respond to queries.

Coordinate and liaise with Embassies/High Commissions regarding regulations for visas and maintain the visa applications database.

Review visa applications and supporting documents for completeness, accuracy, validity, and conformity with visa issuance requirements.

Draft and sign Note Verbales for each application attaching relevant forms.

Identifying problematic situations regarding visas and proposing possible solutions.

Coordination and follow up with Embassies/High Commissions on issuance.

Providing guidance to staff, reviewing and compiling documents for G4 request.

Drafting, To Whom It May Concern letters for travellers upon request.

Supervises and provides guidance to the visa clerk on priority deliveries upcoming processes and procedures, computer applications, etc.

Maintains a rapport with counterparts at Embassies/ High Commissions and Consulates.

2. Processing of UN Travel Documents

Coordinates application of UNLP/Family Certificate/UN Certificate with UNOG.

Verifies information submitted in the UNLP application Portal and prints application and attachments for certification.

Monitors and provides updates information for UNLP and Visa on iSeek.

Works with ICTS on the continuous improvement of the iNeed applications portal with regards to UNLP applications.

Prepares Auto mail in UNON Portal and send package to MPAU within the set timelines.

Reviews newly issued Travel documents for accuracy, make copies for the file and updates the information on the Portal, thereby closing the application process.

Ensures timely dispatch of UNLPs to staff members in Nairobi and to outposted offices.

Keeps abreast of operational updates and respond to queries on UN Travel documents in line with set rules and regulations.

Coordinates the dispatch of UNLPs to UNOG for cancellation while maintaining a status log for ease of reference.

Maintains active and productive rapport with counterparts at UNOG and UNHQ.

3. Other Duties

Responds or drafts responses to routine correspondence and other communications.

Maintains data and file records and organizes archiving every two years.

Generates statistical reports related to Visa; UNLPs and other Travel documents.

Attends meetings related to Visa and UNLP processes.

Attends Consular workshops (upon invitation).

Monitors the systems to ensure timely clearance of staff members separating from the organization in the Staff Clearance Portal.

Performs other duties as assigned.

Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

Assists with visualizations and updating information material such as web pages or brochures.

Competencies

Professionalism

Ability to perform a broad range of administrative functions and database management, etc.

Ability to apply

knowledge of various United Nations administrative rules and regulations in work situations.

Accountability

Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation

Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view

Education

Completion of High school diploma or equivalent is required.

Diploma from technical college in a field relevant to Administration is desirable.

Extensive knowledge of UN systems and procedures as they relate to the daily operations and administration is desirable.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative services of which 3 should be in diplomatic mission or international organization is required

Experience working with Enterprise Resource Planning based applications such as SAP/Umoja is required.

Experience in administrative policies and procedures in the United Nations or similar international organizations is desirable

Experience in preparing notes, correspondence, presentations, and reports is desirable.

One (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat.

For this post advertised, fluency in English is required.

Knowledge of another official United Nations language is desirable.

Note

"Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview depending on the result of the test.

Special Notice

Appointment against this post is for an initial period of one year and may be subject to extension.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules.

All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country.

How to Apply

For more information and job application details, see:
United Nations Office at Nairobi Administrative Assistant Jobs in Kenya

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